Phone RFP.pdf
PDF 306 KB Posted
- Attached to
- Fully Cloud-Based Phone System
- Solicitation number
- RFP MAI 260000001935 1
- Issued by
- Macomb County, Sterling Heights City, Michigan
About this file
This is a Request for Proposal (RFP) issued by Montcalm Area Intermediate School District (MAISD) in Michigan for a fully cloud-based Voice over IP (VoIP) phone system. MAISD seeks to replace its existing telephone infrastructure with a modern cloud-hosted solution that includes handsets for all users, softphone capabilities, voicemail services, fax support, and number porting. The system must support approximately 191 full-featured users with both handsets and softphone access, 4 voicemail-only users, and 10 or more fax lines. The RFP was issued on April 30, 2026, with questions due by May 15, 2026, proposals due by May 30, 2026, vendor selection targeted for June 12, 2026, and project start date of July 1, 2026. Proposals must be submitted in sealed envelopes to MAISD's Central Office at 621 New Street, Stanton, Michigan 48888, or electronically to Brandon Richmond, Director of Technology, at brichmond@maisd.com. All bids will be publicly read aloud immediately after the bid due date and time.
Vendors must provide itemized pricing including one-time implementation costs (installation, configuration, training, and number porting), recurring monthly costs per user, voicemail-only account charges, per-fax-line costs, licensing fees, support and maintenance charges, and hardware costs for handsets if not included in the service. Additional costs such as taxes, surcharges, regulatory fees, and shipping must also be itemized. Proposals will be evaluated based on total cost of ownership, functionality and features, vendor experience and references (preferably K-12 or public sector), implementation approach and timeline, and support and service quality. Required submission documents include a completed bid form, Familial Disclosure Statement, and Iran-linked business certification. The selected system must demonstrate high availability with 99.99% uptime or better, include data encryption in transit and at rest, comply with applicable education and data privacy standards, and feature a web-based management portal with role-based access controls and reporting capabilities.
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MONTCALM AREA INTERMEDIATE SCHOOL DISTRICT
621 New Street ♦ PO Box 367 ♦ Stanton, Michigan 48888
Telephone: 616-225-4700 ♦ TDD: 800.649.3777 ♦ Fax: 989.831.8727 ♦ www.maisd.com
Our Vision: MAISD will be an educational partner in building strong communities.
Our Mission: In partnership with its communities, MAISD provides innovative & effective learning opportunities for students, schools and families.
REQUEST FOR PROPOSAL (RFP)
Fully Cloud-Based Phone System Montcalm Area Intermediate School District (MAISD)
1. Introduction Montcalm Area Intermediate School District (MAISD) is seeking proposals from qualified vendors to provide, implement, and support a fully cloud-based Voice over IP (VoIP) phone system. The selected solution must be scalable, reliable, secure, and designed to meet the needs of an educational environment.
2. Project Overview MAISD intends to replace its existing telephone system with a modern cloud-hosted solution that includes:
● Handsets for all users
● Softphone capabilities for all users
● Voicemail services
● Fax support
● Number porting
● Implementation and training services
The solution must support approximately:
● 191 full-featured users (handsets + softphone)
● 4 voicemail-only users
● 10+ fax lines
Montcalm Area ISD: Serving our School Partners
Carson City-Crystal ♦ Central Montcalm ♦ Greenville ♦ Lakeview ♦ Montabella ♦ Tri County ♦ Vestaburg ♦ Flat River Academy ♦ Success Virtual Learning Centers
Montcalm Area Intermediate School District, in accordance with its board policy, does not discriminate on the basis of race, color, national origin, sex, pregnancy, childbirth, and related medical conditions, sexual orientation, and gender identity, disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category (collectively, Protected Classes) in its programs and activities, including employment opportunities.
Inquiries related to discrimination should be directed to the MAISD Superintendent.
Telephone: 616-225-4700 ♦ TDD: 800.649.3777 ♦ Fax: 989.831.8727 ♦ www.maisd.com
Our Vision: MAISD will be an educational partner in building strong communities.
3. Scope of Work The selected vendor will be responsible for:
3.1 System Design
● Conduct discovery and needs assessment
● Provide system architecture and design
● Ensure compatibility with existing network infrastructure
3.2 Implementation
● System configuration and deployment
● Onsite and/or remote installation
● End-to-end testing and validation
3.3 Number Porting
● Port all existing phone numbers to the new system
● Coordinate with current carrier(s)
● Ensure minimal disruption to services
3.4 Training
● Provide administrator training
● Provide end-user training resources
3.5 Support
● Ongoing technical support
● SLA-backed uptime and response times
● System monitoring and maintenance
Carson City-Crystal ♦ Central Montcalm ♦ Greenville ♦ Lakeview ♦ Montabella ♦ Tri County ♦ Vestaburg ♦ Flat River Academy ♦ Success Virtual Learning Centers
Montcalm Area Intermediate School District, in accordance with its board policy, does not discriminate on the basis of race, color, national origin, sex, pregnancy, childbirth, and related medical conditions, sexual orientation, and gender identity, disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category (collectively, Protected Classes) in its programs and activities, including employment opportunities.
Telephone: 616-225-4700 ♦ TDD: 800.649.3777 ♦ Fax: 989.831.8727 ♦ www.maisd.com
Our Vision: MAISD will be an educational partner in building strong communities.
4. Functional Requirements The proposed system must include:
4.1 Core Features
● Cloud-hosted VoIP system
● Auto attendant and call routing
● Voicemail-to-email
● Call forwarding, transfer, and hunt groups
● E911 compliance
4.2 User Features
● Dedicated desk phone (handset) for each user
● Softphone (desktop and mobile) included for all users
● Unified communications (chat/presence preferred)
4.3 Faxing
● Support for at least 10 fax lines (physical or digital fax solutions)
4.4 Administration
● Web-based management portal
● Role-based access controls
● Reporting and analytics
4.5 Reliability & Security
● High availability (99.99% uptime or better)
● Data encryption in transit and at rest
● Compliance with applicable education and data privacy standards
Carson City-Crystal ♦ Central Montcalm ♦ Greenville ♦ Lakeview ♦ Montabella ♦ Tri County ♦ Vestaburg ♦ Flat River Academy ♦ Success Virtual Learning Centers
Montcalm Area Intermediate School District, in accordance with its board policy, does not discriminate on the basis of race, color, national origin, sex, pregnancy, childbirth, and related medical conditions, sexual orientation, and gender identity, disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category (collectively, Protected Classes) in its programs and activities, including employment opportunities.
Telephone: 616-225-4700 ♦ TDD: 800.649.3777 ♦ Fax: 989.831.8727 ♦ www.maisd.com
Our Vision: MAISD will be an educational partner in building strong communities.
5. Pricing Requirements Vendors must provide clear and itemized pricing, including:
5.1 One-Time Costs
● Implementation services (installation, configuration, training)
● Number porting (per number and/or total cost)
● Any onboarding or setup fees
5.2 Recurring Costs
● Monthly cost per user
● Monthly cost for voicemail-only accounts
● Monthly cost per fax line
● Licensing fees
● Support and maintenance
5.3 Hardware Costs
● Cost per handset (if not included)
● Any additional equipment required
5.4 Additional Costs
● Taxes, surcharges, and regulatory fees
● Shipping and handling
Carson City-Crystal ♦ Central Montcalm ♦ Greenville ♦ Lakeview ♦ Montabella ♦ Tri County ♦ Vestaburg ♦ Flat River Academy ♦ Success Virtual Learning Centers
Montcalm Area Intermediate School District, in accordance with its board policy, does not discriminate on the basis of race, color, national origin, sex, pregnancy, childbirth, and related medical conditions, sexual orientation, and gender identity, disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category (collectively, Protected Classes) in its programs and activities, including employment opportunities.
Telephone: 616-225-4700 ♦ TDD: 800.649.3777 ♦ Fax: 989.831.8727 ♦ www.maisd.com
Our Vision: MAISD will be an educational partner in building strong communities.
6. Proposal Requirements Vendors must include the following in their response:
● Company overview and experience
● Description of proposed solution
● Implementation timeline
● Detailed pricing breakdown
● Service Level Agreements (SLAs)
● References (preferably K-12 or public sector)
● Security and compliance information
● Bids shall be submitted in a sealed envelope to MAISD’s Central Office located at 621 New St. Stanton, MI 48888. The completed bid form, Familial Disclosure Statement, and Iran-linked business certification must be submitted with all bid offers. All bid offers will be publicly read aloud immediately after the bid due date/time.
7. Evaluation Criteria Proposals will be evaluated based on:
● Cost (total cost of ownership)
● Functionality and features
● Vendor experience and references
● Implementation approach and timeline
● Support and service quality
Carson City-Crystal ♦ Central Montcalm ♦ Greenville ♦ Lakeview ♦ Montabella ♦ Tri County ♦ Vestaburg ♦ Flat River Academy ♦ Success Virtual Learning Centers
Montcalm Area Intermediate School District, in accordance with its board policy, does not discriminate on the basis of race, color, national origin, sex, pregnancy, childbirth, and related medical conditions, sexual orientation, and gender identity, disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category (collectively, Protected Classes) in its programs and activities, including employment opportunities.
Telephone: 616-225-4700 ♦ TDD: 800.649.3777 ♦ Fax: 989.831.8727 ♦ www.maisd.com
Our Vision: MAISD will be an educational partner in building strong communities.
8. Timeline
● RFP Issued: 4/30/26
● Questions Due: 5/15/26
● Proposal Due: 5/30/26
● Vendor Selection: 6/12/26
● Project Start: 7/1/26
9. Submission Instructions Proposals must be submitted to:
Brandon Richmond Director of Technology Montcalm Area ISD brichmond@maisd.com
10. Terms and Conditions MAISD reserves the right to:
● Reject any or all proposals
● Waive informalities in proposals
● Accept the proposal deemed in the best interest of MAISD
Carson City-Crystal ♦ Central Montcalm ♦ Greenville ♦ Lakeview ♦ Montabella ♦ Tri County ♦ Vestaburg ♦ Flat River Academy ♦ Success Virtual Learning Centers
Montcalm Area Intermediate School District, in accordance with its board policy, does not discriminate on the basis of race, color, national origin, sex, pregnancy, childbirth, and related medical conditions, sexual orientation, and gender identity, disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category (collectively, Protected Classes) in its programs and activities, including employment opportunities.
| REQUEST FOR PROPOSAL (RFP) |
| Fully Cloud-Based Phone System |
| 1. Introduction |
| 2. Project Overview |
| 3. Scope of Work |
| 3.1 System Design |
| 3.2 Implementation |
| 3.3 Number Porting |
| 3.4 Training |
| 3.5 Support |
| 4. Functional Requirements |
| 4.1 Core Features |
| 4.2 User Features |
| 4.3 Faxing |
| 4.4 Administration |
| 4.5 Reliability & Security |
| 5. Pricing Requirements |
| 5.1 One-Time Costs |
| 5.2 Recurring Costs |
| 5.3 Hardware Costs |
| 5.4 Additional Costs |
| 6. Proposal Requirements |
| 7. Evaluation Criteria |
| 8. Timeline |
| 9. Submission Instructions |
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